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GENERAL DATA PROTECTION REGULATION (“GDPR”) & PRIVACY POLICY
Introduction
This document explains how and why Sian Winslade collects and processes your personal data, what it is used for, how it is kept safe and how long it is retained for.
Sian Winslade is committed to ensuring privacy for her clients. She wants to provide a safe and secure experience for her clients so she is committed to only using client data as set out in this policy.
Sian Winslade is the founder of her mindset/ life coaching business and is a sole trader.
Sian Winslade is the person responsible for keeping your information safe and secure, giving you access to it if you need it, and disposing of your information if you ask or when a reasonable time period has elapsed.
If you have any questions about this GDPR & Privacy Policy, you can contact Sian Winslade at: coaching@sianwinslade.com or call on 07970 058970.
What types of data does Sian Winslade collect about you?
The personal data collect from you falls into one of two categories.
Below, sian explains for each category when this data is collected, what types are collected and how and why it is stored and used.
1) Sian’s clients
These are clients with whom she works one-to-one for online meeting system.
o It also includes prospective clients who have initiated contact with her but who have not yet booked any coaching sessions with her.
o If you are one of the above clients, you will have initiated contact with Sian via telephone, email, a message through a social media platform, or via the contact form on her website.
o She may have corresponded by email or telephone and she may have met face-to-face for an initial consultation if in person coaching is required
o Sian collects and store personal data about you from these interactions including:
· your full name
· your gender, marital status and title
· your telephone number/s
· your physical address/es
· your email address/es
· Skype name
· any other online identities that you wish to share
· information about why you wish to have coaching.
· information about your preferences in receiving marketing communications
· any information that you give her about your health, race or ethnicity, religious or philosophical beliefs.
In respect of clients who have booked and paid for sessions with Sian, she will also collect and store payments between her and other details of purchases of services/goods made by you from her in order to comply with accounting purposes.
Sian does not collect any sensitive data about you other than information that is essential for her and you to work together in the coaching sessions i.e. to be able to make appointments with you, visit your home for sessions, meet you online for a coaching session and for her to invoice you for sessions undertaken.
All the personal information that you provide to Sian with is held on secure password protected software. She endeavour’s to ensure that your personal information is maintained and updated correctly.
You must inform her of any changes to your personal information to ensure her records are up to date.
2. Email list subscribers
These are subscribers who have actively “opted-in” to Sian’s email list to receive newsletters, blogs and other relevant information about her coaching sessions and courses. If you are one of these subscribers, you will have signed up via her website or by ticking the consent box in our separate Terms & Conditions document.
She collects and stores your full name (if you have opted to give this) and your email address when you sign up for the email list.
You have the option of unsubscribing from the email list at any time by clicking on the link at the bottom of each email or by contacting coaching@sianwinslade.com
How does Sian Winslade safeguard my data?
Your data is stored in secure software which is password protected and your information is accessed through a laptop or a personal phone which are also password protected. Any data recorded via paper is inputted into the secure software and the paper then shredded.
In the case of any of these storage methods being stolen, breached, or hacked, Sian will do the following within 72 hours of discovering the incident:
a) notify the police if it is a physical theft/ loss of a business laptop or personal or business phone
b) notify phone providers if it is a physical theft of a personal or business phone requesting that such phone is blocked
c) notify our email provider if it is a case of email hacking
d) in the event that it is a data breach or hacking of the email provider, it is more likely that the company would notify us, rather than the other way around
e) report the data theft, breach, or hack to the Information Commissioner’s Office if the incident has a high likelihood of severity of a resulting risk to the affected clients’ rights and freedoms
f) contact all of the clients whose personal data has been compromised and provide advice in order to help them protect themselves from any effects of the breach.
What legal rights do I have to the personal data Sian Winslade holds about me?
You can find out more about your rights at www.ico.org.uk. In summary, as set out in the Data Protection Act 1998 and the GDPR, you have certain rights over your personal data, including:
· request details of the personal information we hold about you and why we are holding it;
· request that any inaccuracies in such data held by us is corrected. It is very important that the information we hold about you is accurate and up to date so please let us know if at any time your personal information changes by emailing her at coaching@sianwinslade.com
· restrict how we use your personal data
· request deletion of your personal data
· complain to the Information Commissioner’s Office, the UK supervisory authority for data protection issues (www.ico.org.uk), if you believe she is handling your data incorrectly. She would be grateful if you would contact her in the first instance if you do have a complaint so that she can try to resolve it for you.
To action any of the above, please write to us confirming your requirements at coaching@sianwinslade.com or Sian Winslade c/o 1 Masters Court, Bexton Road, Knutsford, Cheshire, WA16 0BF.
There is no fee to access your personal data (or to exercise any of the other rights above). Sian may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive or she may refuse to comply with your request in these circumstances. Sian will endeavour to respond to all legitimate requests within one month. Occasionally it may take her longer than a month if your request is particularly complex or you have made a number of requests. In this case, she will notify you and keep you updated.
If you do not agree with the details set out in this policy, please do not submit your data to her but do not hesitate to discuss your concerns by getting in touch.
How will I know about changes to Sian Winslade’s policy?
This privacy policy may be changed at any time by Sian Winslade. If she changes the policy in the future, she will advise you of this via prominent communication on our website. www.sianwinslade.com.
How long will Sian Winslade keep my data?
The GDPR requires that personal data be held only for a reasonable amount of time. By law we have to keep basic information about her clients (including contact, identity, financial and transaction data) for six years after they cease being clients for tax purposes. However, all additional personal data she holds about you will only be kept for 2 years after our last communication, after which she will consider you a ‘past client’, and will dispose of it. If you wish to work with her again after this, you may contact us to resume our working relationship and re-collect the relevant personal data from you at this time.
How we use cookies?
Sian uses cookies on our website www.sianwinslade.com to help us analyse data about web page traffic and improve our website in order to tailor it to customer needs. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.
Third-party links
Her website may include links to other websites, plug-ins and applications, such as instagram, Facebook and Linkedin. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. Sian does not have any control over these websites, plug-ins and applications. Therefore, she cannot be responsible for the protection and privacy of any information which you provide whilst visiting them and they are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
GDPR compliance of other team members
Sian Winslade is currently the sole staff member of her coaching company but may work with other professional coaches as part of teams on certain projects. Such other professional coaches will have their own privacy policies and any data that they collect from clients will be governed by their separate policy.